Director of Operations- 181 Fremont - Action Property Management, Inc.

Who We Are

With a legacy spanning four decades, Action Property Management has become the premier choice for homeowner’s association management. Founded in 1984, Action began with a single client and a vision to elevate ethical and professional standards in the HOA industry. Our unwavering commitment to integrity, and professionalism coupled with our core values of excellence, innovation and care for people, continues to define us. Today, as the largest privately owned HOA management company in the West, we proudly serve over 300 communities across 9 offices. Our success is fueled by a team of nearly 900 dedicated team members who genuinely love what they do and are dedicated to helping homeowners thrive and love where they live.

Action Property Management, the leader in community management, is seeking a full-time Director of Operations to join our team at our luxury association, 181 Fremont, located in San Francisco.

The Director of Operations will assume responsibility for managing all aspects of operations and maintenance for the residential building. This includes overseeing facilities management, vendor relationships, financial planning, and resident engagement. The ideal candidate will demonstrate exceptional organizational skills, a proactive leadership approach, and a solid background in luxury residential common interest developments, encompassing facilities oversight and staff coordination. This position reports directly to the General Manager and frequently acts as the Manager on Duty in the General Manager's absence.

• Operations Management: Oversee daily building operations to ensure that all mechanical systems, safety protocols, and community services function effectively and efficiently.
• Vendor & Contract Management: Manage contracts and relationships with vendors, contractors, and service providers, ensuring the highest quality of service and cost-effective solutions.
• Facilities & Maintenance: Support the facilities management team, ensuring adherence to regular maintenance schedules and prompt resolution of all issues.
• Staff Supervision: Supervise on-site personnel, including Front Desk Supervisor, Concierge, Porter, and Resident Service Coordinator, while providing clear guidance, training, and performance evaluations. Directly oversee the Front Desk Supervisor and Resident Services Coordinator to ensure all front desk operations align with established policies and procedures.
• Develop Concierge Team: Curate a front desk team service product that ensures an ultra-luxury living environment, embodying exceptional service and attention to detail to exceed resident expectations.
• Event Planning Oversight: Oversee the planning, coordination, and execution of resident events. Lead the Resident Services Coordinator in curating unique community events that inspire and engage residents, while building strong relationships with local businesses and cultural institutions to provide exceptional experiences.
• Resident Relations: Serve as the primary point of contact for residents, addressing concerns, managing communication, and organizing community events to enhance resident satisfaction. Act as the primary liaison when feedback or concerns are received regarding the overall resident experience.
• Budgeting & Financial Oversight: Assist in the preparation and management of operational budgets, track expenditures, manage accounts payable, and work closely with the General Manager and Board of Directors on financial planning and capital improvement initiatives.
• Compliance & Safety: Enforce the Association's Governing Documents, including CC&Rs, Bylaws, Residential & Community Handbook, and Policies & Procedures.
• Payroll & Human Resources: Manage payroll and human resource-related responsibilities for supervised associates, including performance documentation and scheduling.
• Communication & Records Management: Compile and post relevant materials on BuildingLink and the Homeowner Portal as needed. Maintain confidential resident records and ensure the accuracy and timeliness of all Association documentation.
• Board & Community Interaction: Attend Board Meetings to provide administrative support and facilitate direct interaction with the Board. Assist in preparing contract specifications, bid documents, and RFPs.
• Move-In Coordination: Manage all aspects of scheduling, deposit collection/refund, acquisition of requisite insurance from vendors, and coordination of scheduled moves and large deliveries.

• Luxury Living Environment Experience: Demonstrated experience working in an ultra-luxury residential environment. Must be familiar with the expectations of high-net-worth individuals and capable of delivering first-class hospitality services.
• Event Planning Experience: Proven experience in planning, coordinating, and executing events within a luxury living environment. The ability to create memorable, high-quality experiences for residents through well-organized events and activities is critical to enhancing resident satisfaction and fostering community engagement.
• Property Management Experience: 7+ years of experience in property management or similar, with at least 3 years in a leadership role within an HOA or residential high-rise setting.
• Building Systems Knowledge: Strong knowledge of building systems (HVAC, plumbing, electrical, etc.) and maintenance protocols.
• Communication & Interpersonal Skills: Excellent communication and interpersonal skills, with a focus on customer service.
• Vendor Management & Budgeting: Experience in vendor management, contract negotiation, and budgeting.
• HOA Regulations Familiarity: Familiarity with San Francisco building codes and HOA regulations is highly desirable.
• MS Office Proficiency: Proficiency in MS Office Suite (Excel, Word, PowerPoint) and data management tools is required.
• AI Tools Experience: Experience with AI prompting tools is a plus.
• Automation Tools Experience: Experience with third-party automation workflow software programs is highly desirable.
• Front Desk Supervision Experience: Required experience supervising a front desk team and managing front desk operations.
• Data Management Skills: Strong data management skills, including record-keeping and reporting.
• Association Management Knowledge: Knowledge of Association Management, including understanding of CC&Rs, Bylaws, and Rules & Regulations.
• Property Management Software Experience: Previous experience with property management software, such as BuildingLink, is preferred.
• Adaptability: Responsive, flexible attitude with an eagerness to take initiative.
• Teamwork: Ability to work effectively in a team environment and build strong relationships with others.

• Action's goal is to attract and retain the best talent in the industry. We are proudly rated 4.3 Stars on Glassdoor. Check out our Glassdoor page here: https://tinyurl.com/actionglassdoor

• Comprehensive health benefits and paid time off package for qualifying employees
• On-going hospitality and property management training
• Opportunities for career growth and advancement
• Values driven company culture promoting teamwork and excellence

• Must be over 18 years of age and successfully pass a pre-employment background check and drug screening.
• Polished and professional appearance and demeanor.
• Upbeat and positive team player attitude.
• Strong judgment and solutions-oriented.
• Proactive customer service approach.

Why You'll Love Working at Action

At Action Property Management, we believe in creating an environment where you truly love where you work. We offer competitive pay and ample opportunities for career growth and advancement. Our comprehensive benefits package includes medical, dental, vision, pet insurance, 401(k) with company match, and life and disability support for qualifying team members. We also provide generous paid time off, including vacation hours, sick time, and company-observed holidays for qualifying team members. We are committed to investing in the infrastructure, technology, training, and tools you need to excel in your role. Our relentless dedication to our company values and culture ensures a workplace where you feel heard, supported, and valued. Join us at Action Property Management and make a meaningful impact.

Action Property Management is an Equal Opportunity Employer and Supports a Drug Free Workplace. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

#LI-MM1